Separate revenue and payables
Track incoming invoices and outgoing bills in dedicated flows from day one.
- Watch dedicated folders automatically.
- Keep revenue and costs cleanly split.
Automatic CRM
Automatic Invoice Database
Gmail Integration
Billly, a personal assistant for freelancers.
Drop invoice PDFs into a folder. Billly turns them into a searchable invoice database, a lightweight CRM, and ready-to-send Gmail follow-ups without forcing you into a bigger system.
Billly is free. OpenAI usage is billed by OpenAI and powers extraction, auto-tagging, CRM enrichment, and template filling. Gmail messages are sent from your connected account.
macOS only
Local-first PDFs
No subscription
OpenAI billed directly
Revenue, payables, overdue items, top customers, and outreach-ready context in one quiet
dashboard.
Built for the messy part of bookkeeping.
Billly handles the repetitive classification and turns invoice files into something useful.
Automatic tagging for bills
Incoming payables are classified without manual cleanup.
- OCR + AI extract vendors, dates, totals, and taxes.
- Billly tags recurring costs, subscriptions, and supplier invoices.
Generated CRM and Gmail-ready context
Revenue invoices become customer records and reusable placeholder data.
- See customer history, LTV, and relationship length.
- Reuse invoice, customer, and billing values in email templates.
What's new in v0.3.0
Billly now closes the loop from invoice extraction to customer communication.
Send emails directly from Gmail
Billly can send messages through your connected Gmail account, so invoice reminders, follow-ups, and customer updates stay inside the same workflow as the billing data.
Custom templates with placeholders
Write reusable email templates once, then let Billly fill invoice, customer, and billing values straight from the parsed documents and CRM records.
One quieter workflow across bookkeeping and outreach
The current release keeps payables, CRM, and outbound email context in one macOS app, instead of forcing copy and paste between separate tools.
How it works
Six steps. Then Billly keeps the structure current and the follow-up reusable.
01
Connect your folders
Point Billly to the revenue and payables folders where PDFs arrive.
02
OCR reads invoices
Billly scans PDFs and extracts readable text.
03
AI parses values
Totals, taxes, due dates, suppliers, customers, and placeholder fields are identified.
04
Payables and CRM update
Bills are tagged and customer records stay current without manual sorting.
05
Pick a Gmail template
Choose or write reusable templates for reminders, follow-ups, and invoice emails.
06
Send with placeholders filled in
Billly fills the template with invoice and customer values, then sends it via Gmail.
Built by Oliver
Built for the workflow I actually wanted.
Billly came out of a freelancer routine: PDFs arrive, context disappears, and follow-up takes longer than it should. The product is shaped around that exact friction.
A concrete freelancer use case
One invoice lands in your folder. Billly keeps the context together, so the next action is already prepared instead of hidden across tools.
No spreadsheet sidecar
No manual copy and paste
Review before send
01
A client invoice arrives as a PDF
The file lands in your revenue folder like it always does. No new process required.
02
Billly extracts the billing context
Amount, due date, customer data, and invoice details become structured automatically.
03
The invoice database and CRM update
You immediately see who the customer is, what happened last, and what is still open.
04
A reminder or follow-up is ready to send
Pick the Gmail template, review the placeholders, and send without copying values by hand.
See Billly in action
A short walkthrough of the full flow: intake, invoice database, CRM context, and Gmail follow-up in one quieter workflow.
Quick walkthrough
Watch the product, not a pitch deck.
The demo shows the real sequence from incoming invoice to organized follow-up, so the product feels concrete before you download it.
Invoice intake
Automatic database
CRM context
Gmail follow-up
Invoice and payable intelligence
One place to inspect extracted documents, statuses, and the details Billly parsed.
Automatic payable tagging
Incoming bills are grouped and labeled without manual handling.
Open, paid, and due states
See what still needs attention and what is already settled.
Parsed detail panel
Audit invoice numbers, tax, due date, confidence score, and source file
instantly.
Generated CRM from revenue invoices
Billly turns your invoice history into a lightweight CRM and the context layer for outreach.
Customer profiles are created automatically
Each customer record starts with the invoices you already have.
LTV, last invoice, and relationship age
See the commercial context of each customer at a glance.
Invoice-based enrichment
Main email, billing address, and template fields are derived from invoice
text.
Send emails directly with Gmail
Billly can now send messages from your own Gmail account once the invoice context is there.
Use the billing context you already parsed
No manual copying of names, totals, invoice numbers, or due dates.
Stay inside your own sender identity
Messages are sent through Gmail, so the workflow stays close to your normal
inbox.
Keep follow-up close to the CRM
Customer context, invoice data, and outbound email live in one place.
Custom templates with placeholders
Build the flow once. Billly keeps the sender identity, template structure, and outgoing message connected from one screen to the next.
Step 1
Save your sender identity once
Start with the signature and sender details, so every template carries the same polished identity without manual formatting.
The flow stays readable and compact: identity first, template second, send review last.
Setup
Minimal steps, now with Gmail and reusable templates included.
- Choose revenue and payables folders. Billly watches both automatically.
- Paste your OpenAI token. One-time setup for extraction and enrichment.
- Connect Gmail for sending. Use your own account for reminders and follow-ups.
- Create your templates. Reuse placeholders instead of copying values by hand.
- Done. New PDFs keep records and email context current without extra clicks.
No database setup, no sync, no account, and no spreadsheet sidecar required.
Pricing
Billly is free. You only pay for OpenAI usage.
Free app
Billly itself costs nothing to download or use.
OpenAI API usage
Pay per real usage only. A typical 50-invoice run lands at roughly 1 EUR, depending on model and document length.
Gmail stays your channel
No extra email subscription from Billly. Messages go out through your connected account.
Rough rule of thumb: about 50 invoices cost around 1 EUR in OpenAI usage, depending on document length.
FAQ
Short answers, no fluff.
Yes. Billly currently runs on macOS only.
Your PDFs stay on your machine. Billly processes them locally and only sends text to OpenAI for extraction and placeholder filling. Gmail is only involved when you connect it for sending.
Billly creates customer records from revenue invoices and can derive fields like relationship age, latest invoice, LTV, billing details, main email, and other invoice-based contact context.
Yes. In v0.3.0, Billly can send emails from your connected Gmail account using the customer and invoice context it already parsed.
Yes. You can create custom templates and reuse placeholders that map to invoice, customer, and sender data.
No. Billly is a bookkeeping tool, not a tax or legal advisor. Always consult a professional.
No. The current workflow is designed to tag payables and bills automatically after OCR and AI extraction.
Ready to turn invoices into structure and follow-up?
Billly keeps bookkeeping, CRM, and Gmail templates inside one quiet macOS workflow.